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Track Changes
1. Screen Layout
Menus
When you begin to explore Word 2007 you will notice a new look to the menu bar. You
should remember three features as you work within Word 2007:
These three features contain many of the functions that were in the menu of previous
versions of Word. The functions of these three features will be outlined below.
The Ribbon
The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page
Layout, References, Mailings, Review, and View that contain many new and existing features of Word.
Each tab is divided into groups. The groups are logical collections of features designed to perform
functions that you will utilize in developing or editing your Word document. Commonly used features
are displayed on the Ribbon, to view additional features within each group, click on the arrow at the
bottom right of each group.
The quick access toolbar is a customizable toolbar that contains commands that you may want to use.
You can place the quick access toolbar above or below the ribbon. To change the location of the quick
access toolbar, click on the arrow at the end of the toolbar and click on Show Below the Ribbon.
You can also add items to the quick access toolbar. Right click on any item in the Office Button or the
Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access
Toolbar.
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You will notice that when you click on the Microsoft Office Button and Click New, you have many
choices about the types of documents you can create. If you wish to start from a blank document,
click Blank. If you wish to start from a template, you can browse through your choices on the left,
see the choices on center screen, and preview the selection on the right screen.
Saving a Document
Click the Microsoft Office Button and Click Save or Save As (remember, if you’re sending the
document to someone who does not have Office 2007, you will need to click the Office Button, click
Save As, and Click Word 97-2003 Document), or
Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or
Click the File icon on the Quick Access Toolbar
Renaming Documents
To rename a Word document while using the program:
Click the Office Button and find the file you want to rename.
Right-click the document name with the mouse and select Rename from the shortcut menu.
Type the new name for the file and press the ENTER key.
Document Views
There are many ways to view a document in Word.
Print Layout: This is a view of the document, as it would appear when printed. It includes
all tables, text, graphics, and images.
Full Screen Reading: This is a full view length view of a document. Good for viewing two
pages at a time.
Web Layout: This is a view of the document, as it would appear in a web browser.
Outline: This is an outline form of the document in the form of bullets.
Draft: This view does not display pictures or layouts, just text.
To view a document in different forms, click the document views shortcuts at the bottom of the screen
or:
Click the View Tab on the Ribbon
Click on the appropriate document view.
Close a Document
To close a document:
Click the Office Button
Click Close
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Popular
These features allow you to personalize your work environment with language, color schemes, user
name and allow you to access the Live Preview feature. The Live Preview feature allows you to
preview the results of applying design and formatting changes without actually applying it.
Display
This feature allows you to modify how the document content is displayed on the screen and when
printed. You can opt to show or hide certain page elements.
Proofing
This feature allows you personalize how word corrects and formats your text. You can customize auto
correction settings and have word ignore certain words or errors in a document.
Save
This feature allows you personalize how your document is saved. You can specify how often you want
auto save to run and where you want the documents saved.
Advanced
This feature allows you to specify options for editing, copying, pasting, displaying, printing and saving.
Customize
Customize allows you to add features to the Quick Access Toolbar. If there are tools that you are
utilizing frequently, you may want to add these to the Quick Access Toolbar.
Selecting Text
To change any attributes of text it must be highlighted first. Select the text by dragging the mouse
over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on
the keyboard while using the arrow buttons to highlight the text. The following table contains
shortcuts for selecting a portion of the text:
Selection Technique
Several words or drag the mouse over the words, or hold down SHIFT while using the
lines arrow keys
Entire document choose Editing | Select | Select All from the Ribbon, or press
CTRL+A
Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on
the keyboard.
Undo Changes
To undo changes:
Click the Undo Button on the Quick Access Toolbar
5. Formatting Text
Styles
A style is a format-enhancing tool that includes font typefaces, font size, effects (bold, italics,
underline, etc.), colors and more. You will notice that on the Home Tab of the Ribbon, that you have
several areas that will control the style of your document: Font, Paragraph, and Styles.
Remember that you can preview how the new font will look by highlighting the text, and
hovering over the new font typeface.
Highlight Text
Highlighting text allows you to use emphasize text as you would if you had a marker. To highlight
text:
Select the text
Click the Highlight Button on the Font Group of the Ribbon, or
Select the text and right click and select the highlight tool
To change the color of the highlighter click on down arrow next to the highlight button.
Copy Formatting
If you have already formatted text the way you want it and would like another portion of the
document to have the same formatting, you can copy the formatting. To copy the formatting, do the
following:
Select the text with the formatting you want to copy.
Copy the format of the text selected by clicking the Format Painter button on the Clipboard
Group of the Home Tab
Apply the copied format by selecting the text and clicking on it.
Clear Formatting
To clear text formatting:
Select the text you wish to clear the formatting
Click the Styles dialogue box on the Styles Group on the Home Tab
Click Clear All
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6. Formatting Paragraphs
Formatting paragraphs allows you to change the look of the overall document. You can access many
of the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph
Group on the Home Tab of the Ribbon.
Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear. To change the alignment:
Click the Home Tab
Choose the appropriate button for alignment on the Paragraph Group.
Align Left: the text is aligned with your left margin
Center: The text is centered within your margins
Align Right: Aligns text with the right margin
Justify: Aligns text to both the left and right margins.
Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different margins. There are several
options for indenting:
First Line: Controls the left boundary for the first line of a paragraph
Hanging: Controls the left boundary of every line in a paragraph except the first one
Left: Controls the left boundary for every line in a paragraph
Right: Controls the right boundary for every line in a paragraph
To indent paragraphs, you can do the following:
Click the Indent buttons to control the indent.
Click the Indent button repeated times to increase the size of the indent.
Apply Styles
Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:
Select the text you wish to format.
Click the dialog box next to the Styles Group on the Home Tab.
Click the style you wish to apply.
Create Links
Creating links in a word document allows you to put in a URL that readers can click on to visit a web
page. To insert a link:
Click the Hyperlink Button on the Links Group of the Insert Tab.
Type in the text in the “Text to Display” box and the web address in the “Address” box.
New Styles
To create a new style:
Click the Styles Dialog Box
Click the New Style Button
Style Inspector
To determine the style of a particular section of a document:
Insert cursor anywhere in the text that you want to explain the style
Click the Styles Drop Down Menu
Click the Style Inspector Button
8. Adding Tables
Tables are used to display data in a table format.
Create a Table
To create a table:
Place the cursor on the page where you want the new table
Click the Insert Tab of the Ribbon
Click the Tables Button on the Tables Group. You can create a table one of four ways:
Highlight the number of row and columns
Click Insert Table and enter the number of rows and columns
Click the Draw Table, create your table by clicking and entering the rows and
columns
Click Quick Tables and choose a table
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Enter Data in a Table
Place the cursor in the cell where you wish to enter the information. Begin typing.
To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab
allows you to:
View Gridlines and Properties (from the Table Group)
Insert Rows and Columns (from the Rows & Columns Group)
Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
Merge or Split Cells (from the Merge Group)
Increase and Decrease cell size (Cell Size Group)
Align text within the cells and change text directions (Alignment Group)
9. Graphics
Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.
Equations
Word 2007 also allows you to insert mathematical equations. To access the mathematical equations
tool:
Place your cursor in the document where you want the symbol
Click the Insert Tab on the Ribbon
Click the Equation Button on the Symbols Group
Choose the appropriate equation and structure or click Insert New Equation
To edit the equation click the equation and the Design Tab will be available in the Ribbon
Smart Art is a collection of graphics you can utilize to organize information within your document. It
includes timelines, processes, or workflow. To insert Smart Art
Place your cursor in the document where you want the illustration/picture
Click the Insert Tab on the Ribbon
Click the Smart Art button
Click the Smart Art you wish to include in your document
Click the arrow on the left side of the graphic to insert text or type the text in the graphic.
Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and dragging
the cursor to the size you want the picture.
Watermarks
A watermark is a translucent image that appears behind the primary text in a document. To insert a
watermark:
Click the Page Layout Tab in the Ribbon
Click the Watermark Button in the Page Background Group
Click the Watermark you want for the document or click Custom Watermark and create
your own watermark
To remove a watermark, follow the steps above, but click Remove Watermark
10. Proofing a Document
There are many features to help you proofread your document. These include: Spelling and
Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count. Top
Any errors will display a dialog box that allows you to choose a more appropriate spelling or
phrasing.
If you wish to check the spelling of an individual word, you can right click any word that has been
underlined by Word and choose a substitution.
Thesaurus
The Thesaurus allows you to view synonyms. To use the thesaurus:
Click the Review Tab of the Ribbon
Click the Thesaurus Button on the Proofing Group.
The thesaurus tool will appear on the right side of the screen and you can view word options.
You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.
Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize
AutoCorrect:
Click the Microsoft Office button
Click the Word Options Button
Click the Proofing tab
Click AutoCorrect Options button
On the AutoCorrect Tab, you can specify words you want to replace as you type
Create a New Default Dictionary
Often you will have business or educational jargon that may not be recognized by the spelling and/or
grammar check in Word. You can customize the dictionary to recognize these words.
Click the Microsoft Office button
Click the Word Options Button
Click the Proofing tab
Click the When Correcting Spelling tab
Click Custom Dictionaries
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12. Macros
Macros are advanced features that can speed up editing or formatting you may perform often in a
Word document. They record sequences of menu selections that you choose so that a series of actions
can be completed in one-step.
Recording a Macro
To record a Macro:
Click the View Tab on the Ribbon
Click Macros
Click Record Macro
Enter a name (without spaces)
Click whether you want it assigned to a button (on the Quick Access Toolbar) or the
keyboard (a sequence of keys)
To assign the macro a button on the Quick Access Toolbar:
Click Button
Under the Customize Quick Access Toolbar, select the document for which you
want the Macro available
Under Choose Commands: Click the Macro that you are recording
Click Add
Click OK to begin Recording the Macro
Perform the actions you want recorded in the Macro
Click on Macros
Click on Stop Recording Macros
Running a Macro
Running a macro depends on whether it has been added to the Quick Access Toolbar or if it has been
given a Keyboard Shortcut.
To run a Macro from the Quick Access Toolbar, simply click the Macro Icon
To run a Macro from the Keyboard shortcut, simply press the keys that you have
programmed to run the Macro.
If you don’t see the style you want, click the arrow to expand the Quick Styles Gallery
If the style you want does not appear click Save Selection as New Quick Style
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Create a Table of Contents
To create the table of contents:
Put your cursor in the document where you want the Table of Contents
Click the References Tab
Click the Table of Contents button
Hyperlinks
Hyperlinks, or links, allow the reader to click on text and go to another web site. To create a
hyperlink:
Select the text that will be the link
Click the Insert Tab of the Ribbon
Click the Hyperlink Button on the Links Group
Type in the web address, or URL, of the link
Click OK
Nested Lists
A nested list is list with several levels of indented text. To create a nested list:
Create your list following the directions above
Click the Increase or Decrease Indent button
Formatting Lists
The bullet image and numbering format can be changed by using the Bullets or Numbering dialog
box.
Select the entire list to change all the bullets or numbers, or
Place the cursor on one line within the list to change a single bullet
Right click
Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.
16. References & Citations
Word 2007 offers great tools for citing sources, creating a bibliography, and managing the sources.
The first step to creating a reference list and citations in a document is to choose the appropriate style
that you will be using for formatting the citations and references.
Style
To choose a publishing style:
Click the References Tab on the Ribbon
Click the drop down box next to Style in the Citations & Bibliography Group
Choose the appropriate style.
Citations
To insert a citation in the text portion of your document:
Click the References Tab on the Ribbon
Click the Insert Citation Button on the Citations & Bibliography Group
If this is a new source, click New Source
If you have already created this source, it will in the drop down list and you can click on it
If you are creating a New Source, choose the type of source (book, article, etc.)
Complete the Create Source Form
If you need additional fields, be sure to click the Show All Bibliography Fields check box
Click OK
Placeholders
Placeholders can be utilized when there is a reference to be cited, but you do not have all of the
information on the source. To insert a Placeholder:
Click Insert Citation
Click Add New Placeholder
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Manage Sources
Once you have completed a document you may need to add or delete sources, modify existing
sources, or complete the information for the placeholders. To Manage Sources:
Click the References Tab on the Ribbon
Click the Manage Sources Button on the Citations & Bibliography Group
From this menu you can Add, Delete, and Edit Sources (note, you can preview the source
in the bottom pane of the window
Bibliography
To add a Bibliography to the document:
Place the cursor in the document where you want the bibliography
Click the References Tab on the Ribbon
Click the Bibliography Button on the Citations & Bibliography Group
Choose Insert Built-in Bibliography/Works Cited or Insert Bibliography
Insert Footnote
Some types of academic writing utilize footnotes. To insert a footnote:
Click the References Tab on the Ribbon
Click Insert Footnote (or Insert Endnote depending on your needs)
Begin typing the footnote
Document Views
There are four ways to view a document after you have tracked changes:
Final Showing Markup: This shows the document with the changes displayed
Final: This shows the changed document, without the changes displayed
Original Showing Markup: The original document with the changes displayed
Original: The original document without any changes.
To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the
Ribbon.
The Show Markup feature allows you to view different items (comments, formatting, etc.) and
choose to view different authors’ comments.
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